VENDOR NET TRANSMISSION COVER LETTER
DATE:
April 21, 2006
When using Vendor Net, you may submit your bid through one of the following options: U.S. mail,
hand-delivery, fax or e-mail. Refer to “SUBMITTAL INSTRUCTIONS”. Regardless of the option used,
your bid must be received and time stamped in by Purchasing Services, 750 University Avenue, 2nd
Floor Reception, Madison, WI 53706-1490, prior to 2:00 PM on the bid due date to be considered on
time. Bids not so stamped shall be considered late. Late bids shall be rejected.
If you have any questions concerning these instructions, please contact the University of Wisconsin-Madison
Purchasing Services (Bid Processing) at (608) 262-0059.
PURCHASING SERVICES
University of Wisconsin-Madison  750 University Avenue  Madison, WI 53706
608/262-0059  (Fax) 608/262-4467  www.bussvc.wisc.edu  bids@bussvc.wisc.edu
RETURN TO: University of Wisconsin-Madison
INSTRUCTIONS
This original REQUEST FOR BID form must be completed,
typed or in ink, signed and returned to: Purchasing Services,
750 University Avenue, 2nd Floor Reception, Madison, WI
53706-1490 (see Submittal Instructions page). Responses
must be prepared on University forms where provided.
Purchasing Services
750 University Ave, 2nd Floor Reception
Madison, WI. 53706-1490
Refer to section titled “SUBMITTAL INSTRUCTIONS”.
REQUEST FOR BID
All correspondence must reference the bid number.
THIS IS NOT AN ORDER
Unless otherwise noted, public openings will be on the date
and time specified. Award(s), if any, will be made as soon
thereafter as possible.
The bid abstract will be on file and is open to public inspection
only after award determination has been made.
OFFICIAL SEALED
BID NUMBER: 06-0093
AGENT: Gail Movrich at (608) 262-1323
ISSUE DATE: 04/21/06
FAX NUMBER: (608) 262-4467
DUE DATE: 05/08/06
E MAIL: gmovrich@bussvc.wisc.edu
2:00 PM CDT
_________________________________________________
Bid prices and terms shall be firm for sixty (60) days from the
date of bid opening, unless otherwise specified in this Request
for Bid by the UW-Madison Purchasing Services.
If NO BID (check here)
and return.
DESCRIPTION
The University of Wisconsin-Madison Purchasing Services Department (Purchasing) requests bids for
Multi-Channel Neurophysiology Recording and Stimulation System
in accordance with the attached in this order: Special Conditions of Bid, Bidder Response Sheet, Specifications, Itemized
Bid List, Minority Business Enterprise (MBE) Awareness, Compliance & Action Plan and Standard Terms and Conditions.
Questions regarding this bid will be answered by the following:
ADMINISTRATIVE: Gail Movrich at (608) 262-1323 gmovrich@bussvc.wisc.edu
TECHNICAL: Yaniv Lazimy at (608) 265-9785 or (608) 334-9850 ymlazimy@wisc.edu
In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison
Purchasing Services bid document on file shall be controlling. We certify that we have not, either directly or indirectly, entered into any agreement or
participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm
to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor;
that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under
penalty of perjury.
SIGNATURE: _____________________________________________________________________________DATE ____________________
TYPE OR PRINT NAME: _____________________________________________________________________________________________
TITLE: _______________________________________________________ TELEPHONE NUMBER: (_______) _____________________
FEIN NUMBER: _________________________________
FAX NUMBER:
(_______) _____________ ________
EMAIL ADDRESS: __________________________________________________________________________________________________
SECTION A. - VENDOR NOTE
THIS SECTION MUST BE COMPLETED AND THIS FORM RETURNED WITH YOUR BID RESPONSE
1. In accordance with Wisconsin Statutes 16.75 (3m) & 16.752, please indicate if you are a Wisconsin Certified minority
business or sheltered workshop center:
____________ Minority (MBE)
____________ Sheltered Workshop Center
____________ Not applicable
(if no answer is indicated, we will assume you are neither when making the award.)
2. Pursuant to Public Law 95-507, indicate which of the following classifications apply to your organization. All vendors
are considered large business unless otherwise indicated (see website: www.sba.gov/). (Check all that apply.)
____________ LARGE BUSINESS (LG)
____________ SMALL BUSINESS (SB)
____________ VETERAN OWNED SMALL BUSINESS (VOSB)
____________ SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB)
____________ HISTORICALLY UNDER UTILIZED BUSINESS ZONE (HUBZONE)
____________ SMALL DISADVANTAGED BUSINESS (SDB)
____________ WOMAN-OWNED SMALL BUSINESS (WOSB)
3. AMERICAN MADE: Wisconsin Statutes S. 16.754, directs the state to purchase materials which are manufactured to
the greatest extent in the United States when all other factors are substantially equal. “Substantially equal” means
when bids are tied or proposal scores are equal. Indicate whether the material covered in your bid/proposal were
manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof
were manufactured in whole or in substantial part in the United States.
____________ YES
____________ NO
____________ UNKNOWN
4. MINORITY BUSINESS PARTICIPATION: As a mandatory component of this proposal (or bid), you must complete the
“Minority Business Enterprise (MBE) Awareness, Compliance & Action Plan” form that is a part of this document.
I have reviewed and completed The “MBE Awareness, Compliance & Action Plan” form.
____________ YES
____________ NO
____________
5. RECYCLED PRODUCTS/PACKAGING/DISPOSAL TECHNIQUES:
The University is committed to promote
environmentally sound procurement, usage and disposal methods which are in compliance with State of Wisconsin
County, and Municipal regulations. Currently the University has a recycling program for starch and Styrofoam packing
peanuts. The University’s preference is to receive starch peanuts whenever possible. The Contractor shall not use
INSTAPAK or mix starch and Styrofoam peanuts under any circumstances. Each product shall be separately prepacked in accordance with commercially accepted methods. Small products may be packaged in protective envelopes
(Mail-Lite or Bubble-Jet packs).
SUBMITTAL INSTRUCTIONS
A completed bid response must be received and time stamped in by UW-Madison Purchasing Services prior to the
stated opening time to be considered. Bids not so stamped shall be considered late. Late bids shall be rejected.
We have supplied you with a return label. Please fill in your vendor name on the return label to help us identify this
transaction. Not using the pre-addressed label to submit your bid properly and clearly marked is subject to rejection.
Please use one of the options below for return of your bid.
All bids must be time stamped in by UW-Madison Purchasing Services prior to the stated opening time. Bids not so
stamped shall be considered late. Late bids shall be rejected.
MAILING:
Mailed bids must be received at Purchasing Services, 750 University Ave, 2nd Floor Reception,
Madison, WI. 53706-1490. Cut out and tape/glue return label on your return envelope.
HAND
Hand-delivered bids may be done by vendor or third-party/courier service. Bids must be received
DELIVERY: at Purchasing Services, 750 University Ave, 2nd Floor Reception, Madison, WI. 53706-1490. Cut out
and tape/glue return label on your return envelope.
FAXING:
Include return label with your fax transmission at (608) 262-4467 (AVAILABLE 24 HOURS A DAY).
The last page of the fax transmission must be completed prior to the bid opening due date and time.
E-MAILING: Prior to the bid deadline, bidder is responsible for confirming that their e-mailed bid response has
been successfully received. Proof of transmission doesn't constitute proof of receipt. In addition, the
REQUEST FOR BID form (cover page) must be signed and returned via mail or fax within one (1)
business day after the bid due date. Include return label with your e-mail transaction to
bids@bussvc.wisc.edu.
Receipt of a bid by the University e-mail system does not constitute receipt of a bid by UW-Madison
Purchasing Services for purposes of this request for bid unless a REQUEST FOR BID form is signed
and returned.
RETURN ADDRESS LABEL:

OFFICIAL SEALED
NUMBER: 06-0093
DUE DATE: 05/08/06
TIME: 2:00 PM CDT
INSERT
VENDOR NAME HERE: ____________________________________
ADDRESS: ________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
750 UNIVERSITY AVE., 2ND FLOOR RECEPTION
MADISON, WI 53706-1490
UNIVERSITY OF WISCONSIN
BID NO.: 06-0093
TABLE OF CONTENTS
SECTION
SUBJECT
INTRODUCTION
PURPOSE
AFFIRMATIVE ACTION
WISCONSIN SALES AND USE TAX REGISTRATION
DEBARMENT
VENDORNET
SPECIAL CONDITIONS OF BID
1.
CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT
2.
FOB DESTINATION, FREIGHT PREPAID AND ALLOWED
3.
CAMPUS DELIVERY REQUIREMENTS
4.
BIDDER QUALIFICATIONS
5.
SPECIFICATIONS OF ITEMS TO BE PROVIDED
6.
METHOD OF BID
7.
METHOD OF AWARD
8.
MBE PREFERENCE
9.
BID RESPONSE REQUIREMENTS
10.
BIDDER RESPONSE SHEET
11.
ITEMIZED BID LIST
12.
MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 1 OF 11
INTRODUCTION
PURPOSE:
Conditions of bid which include the word “must” or “shall” describe a mandatory requirement. All specifications are defined
as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification,
condition of bid or provide a specific product on the Itemized Bid List, Purchasing reserves the right to delete that
specification, condition of bid or item.
See SPECIFICATIONS and/or ITEMIZED BID LIST for the minimum acceptable specifications for products desired. If you
are bidding an alternate product, please provide complete specifications (performance features, and descriptive brochure or
detail for the units you propose to furnish), clearly identified by manufacturer’s name, catalog and model number. See
“Standard Terms and Conditions,” items 1, 2, 3, and 5.1.
Failure to meet a mandatory requirement will disqualify your bid.
Revisions to this bid may be made only by an official written amendment issued by Purchasing.
PLEASE SEND TWO (2) COMPLETE SETS OF YOUR BID.
RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES.
AFFIRMATIVE ACTION:
As a State agency, the University requires contractors issued a purchase order exceeding $25,000.00 to provide an
Affirmative Action Plan. Failure to comply appropriately with these requirements can lead to your company being banned
from doing business with any agency of the State of Wisconsin. Additionally, failure to comply can result in termination
of this contract, or withholding of payment. On the Bidder Response Sheet please provide the requested information.
For additional information see section 17.0 of the Standard Terms and Conditions (www.bussvc.wisc.edu/purch/stdterms1.html).
Some exceptions may apply, and instructions for completing a plan are available upon request.
WISCONSIN SALES AND USE TAX REGISTRATION:
No award can be made to a vendor who is not in compliance with Sec. 77.66 of the Wisconsin State Statutes
(vendornet.state.wi.us/vendornet/wocc/certtax.asp) relating to sales and use tax certification.
If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin Department of
Revenue, the University and any other state agency can not issue any purchase orders to your firm. For additional
information see www.dor.state.wi.us/html/vendlaw.html
DEBARMENT:
Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal
funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the
Federal Government. As a part of this bid document there is debarment language and a signature block for you to self
certify your debarment status on the Bidder Response Sheet. Failure to supply this information may disqualify your bid.
Information on debarment is available at the following websites: www.epls.gov and www.arnet.gov/far/.
VENDORNET:
The State of Wisconsin has implemented a registration service on an internet system called “VendorNet” to enable vendors
to receive notice of all official sealed bids/proposals (over $25,000.00) as solicited by all state agencies.
To obtain information on the state’s bidder registration, please visit the VendorNet Web site at vendornet.state.wi.us or call
the VendorNet Information Center (1-800-482-7813). In the Madison area, please call 264-7898.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 2 OF 11
SPECIAL CONDITIONS OF BID - MANDATORY
1.
CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT:
All communications and/or questions in regard to this request should be in writing and bidders are encouraged to FAX
or e-mail written questions to the Purchasing Office. Verbal questions, when permitted, must be directed to Gail
Movrich at (608) 262-1323.
If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB,
they have five (5) business days before the bid due date and time to notify, in writing, Gail Movrich at the address
shown below of such error and request modification or clarification of the RFB document. All written questions will be
responded to in writing and provided to all bidders.
Gail Movrich
UW Purchasing
750 University Ave
Madison, WI 53706-1490
E-mail: gmovrich@bussvc.wisc.edu
PHONE 608/262-1323 -- FAX 608/262-4467 – TTY 608/262-0825
If a Bidder fails to notify the Purchasing Office of an error in the RFB document which is known to the Bidder, or which
must have reasonably been known to the Bidder, then the Bidder shall submit a bid response at the Bidder’s risk and
if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later
correction.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this
RFB, supplements or revisions will be provided to all recipients of this initial RFB.
DEFINITIONS
The following definitions are used throughout the Special Conditions of Bid:
Bidder means a firm submitting a bid in response to this Request for Bid.
Contractor means successful vendor awarded the bid.
Department means UW-Madison Wisconsin Psychiatric Institute & Clinics (WisPIC).
MBE means Minority Business Enterprise.
RFB means Request for Bid.
State means State of Wisconsin.
University means University of Wisconsin-Madison.
2.
F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED (vendor responsible for freight costs):
Delivery will be made by common carrier or bidder's truck, with unloading to be performed by the carrier/bidder
and carton(s) transported to the interior/ground floor or inside dock at 6001 Research Park, Madison WI. Bid
prices must include all packing, freight, insurance charges and installation/operation manuals.
If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the
Itemized Bid List. This cost will be added to the bid total for determining the award.
(CFR/CPT) - DDU Delivered Duty Unpaid. Bidders must include costs from bidders door to port of destination
and local delivery charges. The University will be responsible for all United States duty fees, port of entry
documentation fees, custom clearance, tax, etc., if applicable.
NOTE: As necessary, awarded contractor must use the University's contracted customs broker, Scarbrough
International Ltd. (formerly BM&P), at port of entry (Chicago, Illinois or Milwaukee, Wisconsin - to be identified on
the purchase order).
Custom duty costs and forms (if applicable) will be handled by the University through the University’s contracted
customs broker, Scarbrough International Ltd. (formerly BM&P). (See Method of Award, Custom Duty Costs.)
Failure to bid F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED in bid price or discount may
disqualify your bid.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
3.
BID NO.: 06-0093
PAGE 3 OF 11
CAMPUS DELIVERY REQUIREMENTS:
Delivery of orders shall be made to University departments five days per week, Monday through Friday, during
normal University business hours.
The University of Wisconsin-Madison no longer permits access to trucks over 30 ft. in length on several
designated streets on this campus. The exceptions are trucks necessary for the delivery or pick up of perishable
commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles.
For specific policy language, a campus map and restrictions, see the University Transportation Services website
at www.fpm.wisc.edu/trans/
4.
5.
BIDDER QUALIFICATIONS:
To be eligible for an award, you must be qualified and able to provide the following as required or your bid will be
disqualified (respond on "Bidder Response Sheet"):
4.1
Purchases made under this bid may require further fair price analysis. Bidders should identify on the
Bidder Response Sheet the type of documentation they will provide (i.e. published price list, list of previous
buyers, etc.) to allow the University to complete this analysis. The awarded contractor will be required to
provide this documentation prior to the order being issued.
4.2
Bidder must be an original manufacturer, authorized distributor, or dealer authorized by manufacturer with
service and repair capabilities for the item.
4.3
Bidder must designate a person(s) to provide information on: Minority Business, Affirmative Action and Sales
Representative.
4.4
Bidder must supply upon request a client list of 3 firms to which similar products have been provided
during the past 2 year(s). If contacted, information received from those clients will be used to determine
whether bidder meets QUALIFICATIONS.
SPECIFICATIONS OF ITEMS TO BE PROVIDED: (see additional attachment)
See SPECIFICATIONS and/or ITEMIZED BID LIST for the minimum acceptable specifications for products
desired.
Failure to provide product specifications and information for item(s) bid may disqualify your bid. The University
will be the sole judge of equivalent acceptability.
UW Specifications may not be revised without an official written amendment issued by Purchasing.
6.
METHOD OF BID:
Bidder must submit a unit price for the item specified. Prices listed should be in US dollars unless otherwise
indicated.
Custom charges/fees should not be included in the bid price. The University will be responsible for obtaining
custom charges/fees and will determine the customs broker to be used for entry into the United States. Failure
to eliminate these costs from your bid may result in disqualification of your bid.
7.
METHOD OF AWARD:
Award(s) shall be made on the basis of the lowest net unit price which is judged to be in the best interest of the
University
The University will obtain an estimate from the University’s contracted customs broker, for United States duty
fees, port of entry documentation fees, customs clearance charge, tax, etc. and add it to all applicable bids to be
used in the evaluation for award.
8.
MBE PREFERENCE:
Bids meeting mandatory requirements will be reviewed and scored against the stated criteria. Bid from certified
Minority Business Enterprises may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent
(5%) preference to these businesses.
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
9.
BID NO.: 06-0093
PAGE 4 OF 11
BID RESPONSE REQUIREMENTS:
In order for your bid to be considered, the following forms/information must be completed and submitted as part
of your bid response. Please send two (2) complete sets of your bid. Failure to provide these forms/information
with your bid submittal may disqualify your bid.
1.
2.
3.
4.
5.
6.
Request for Bid Form
Vendor Note (Section A)
Specifications, descriptive brochure and detail for the item(s) bid (Section 5)
Bidder Response Sheet (including attachments as requested on Bidder Response Sheet) (Section 10)
Itemized Bid List (Section 11)
Minority Business Enterprise (MBE) Awareness, Compliance & Action Plan (Section 12)
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
10.
BID NO.: 06-0093
PAGE 5 OF 11
BIDDER RESPONSE SHEET: Note: this form must be returned with your bid response. Bidder may attach
additional relevant information to their bid response; identify sections to which information applies.
2.
Are you bidding all prices F.O.B. Destination, Freight Prepaid and Allowed?
(Be sure to read Section 2. carefully)
4.1
What type of documentation (i.e. published price list, list of previous buyers, etc.)
will you provide to assist the University in its fair price analysis?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
4.2
4.3
Are you an original manufacturer, authorized distributor, or dealer authorized by
manufacturer with service and repair capabilities for the item?
YES
NO
____
____
____
____
____
____
Bidder must designate a person(s) to provide information on: Minority Business, Affirmative Action
and Sales Representative.
MINORITY BUSINESS
Contact Name: _______________________
PHONE: ____________________________
FAX: _______________________________
E-MAIL:_____________________________
AFFIRMATIVE ACTION Contact Name: _______________________
Address: ____________________________
__________________________________
__________________________________
PHONE: ____________________________
SALES REPRESENTATIVE
Name: ___________________________________________
Phone: ___________________ Fax: __________________
EMAIL: ________________________________________________________
WEBSITE: _____________________________________________________
4.4
Upon request, will you provide a client list?
____
____
9.
Have you included two (2) complete sets of your bid?
____
____
Have you completed and returned all forms required?
____
____
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 6 OF 11
The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any
federal department or agency. ___________ (Initial)
I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing
information may disqualify the bid.
__________________________________________
Company Name (print or type)
______________________________________________
Bidder's name & title (print or type)
__________________________________________
Bidder's Signature
______________________________________________
Date
__________________________________________
E-mail address
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 7 OF 11
Specifications: Multi-channel Neurophysiology Recording and Stimulation System
The University of Wisconsin-Madison, Wisconsin Psychiatric Institute & Clinics (WisPIC), is requesting bids for a multichannel neurophysiology recording and stimulation system. The following specifications represent the minimum
requirements. For any NO response the bidder must explain how this difference in specification would affect the
performance of the equipment being bid. Any deviation from the terms, conditions, or specifications throughout this
document must be stated in your bid response.
Bidder should not include their standard terms and conditions with their response.
Meets Specifications
Yes
No
1.0 Specifications
1.1 Processor must be capable of receiving and digitally processing 64 or more channels of
electrophysiology data simultaneously over a fiber-optic datalink, with enough processing
power to decode single-unit activity online. Must have a fiber-optic datalink to a PC controller.
____
____
1.2 Preamplifiers must be capable of amplifying and digitizing 16 or more channels of electrophysiological ____
signals in the 50-800 μV range with a 0.1 Hz – 7.5 kHz bandwidth, with 14-bit precision or better, and
transmitting them over a fiber-optic datalink to the processor. Must be battery-powered to prevent
power-line noise interference.
____
1.3 Recording Headstages must be compatible with the Omnetics Nano ™ connector, with 15-50 kΩ
input impedance and unity gain drive for 16 or more channels of electrophysiological signals in the
10-500 μV range with a 0.1 Hz – 7.5 kHz bandwidth. Headstages must be small and light enough
so that four (4) can fit on the head of a freely moving rat without unduly impeding its movement, and
must be compatible with the preamplifiers.
____
____
1.4 Switching Headstage with relays switching between a recording headstage (as described above
____
but with input impedance of 50-100 kΩ) and a stimulator connection for 16 channels, compatible with
preamplifiers and signal generator. Must be capable of switching within 1 ms or less, and be
compatible with the Omnetics Nano ™ connector.
____
1.5 Signal Generator must be capable of driving 10 μA of stimulation current into a 1MΩ impedance
for 16 or more channels, and passing control signals for the switching headstage. Must be
battery-powered to prevent power-line noise interference and enhance animal safety, and have a
fiber-optic datalink to the waveform generator.
____
____
1.6 Waveform Generator must be capable of synthesizing and initiating 16 or more distinct, arbitrary
and time-varying stimulation waveforms at user-defined preprogrammed or user-initiated intervals
and transmit them to the signal generator over a fiber-optic datalink. Must be capable of controlling
headstage switching, have a fiber-optic datalink to a PC controller.
____
____
1.7 Fiber-Optic PCI Card to allow a PC controller to communicate with the processor and
____
waveform generator over a fiber-optic datalink.
1.8 Software with user interface providing hardware control, signal processing, and analysis
associated with the above functions and hardware.
____
____
____
____
____
3.1 Must provide manufacturer’s standard warranty. Provide the warranty period on the Itemized Bid List. ____
____
3.2 Will warranty work include the cost of parts and labor?
____
2.0 Documentation
2.1 Must provide all pertinent equipment user and operation manuals for each system component.
3.0 Warranty
3.3 Will warranty work be performed on-site or vendor location? _________
____
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 8 OF 11
Meets Specifications
Yes
No
4.0 Delivery
4.1 Delivery is desired on or before June 1, 2006. Can you meet this delivery request?
Please provide delivery date on the Itemized Bid List.
____
____
5.0 Acceptance and Testing
5.1 Acceptance testing will occur within 30 days after the equipment has been delivered. Acceptance
testing will be performed by University staff and will consist of verification of the specifications and
performance requirements. If the equipment does not meet specification, the contractor will have
15 days, or as negotiated, to meet requirements. If after this time period the equipment still does
not meet specification requirements, the contractor agrees to remove the equipment and return any
payments that may have been made. Yaniv Lazimy, or his designee, is the only authorized person
who can sign an acceptance form.
____ ____
6.0 Special Requirements
6.1 Are any special requirements involving electrical or other physical requirements needed for the
installation of this equipment? If yes, please describe below.
__________________________________________________________________________
____
____
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 9 OF 11
11. ITEMIZED BID LIST
ITEM
QTY
1.
1 each
DESCRIPTION
TOTAL
Multi-Channel Neurophysiology Recording and Stimulation
System
$_____________
Manufacturer: _____________________________________
Model: ___________________________________________
Warranty Period _____________
Delivery _____ weeks ARO
System Components
List all of the components of the complete system being bid.
Quantity
Provided
Description
Catalog or Model
Number
Manufacturer
Optional Items:
Item
Description
1.
Service Agreement to cover overnight replacement of
defective components after expiration of warranty
Cost
$____________
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 10 OF 11
12. MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN
BID NUMBER:
DATE
06-0093
As a matter of sound business practice, the University of Wisconsin-Madison is committed to supply diversity by promoting
the use of minority business whenever and wherever possible. Further, as an agency of the State of Wisconsin, the
University of Wisconsin-Madison shares in the state goal of placing five (5) percent of its total purchasing dollars with
certified minority businesses.
The State of Wisconsin policy provides that minority owned business enterprises (MBE) certified by the Wisconsin
Department of Commerce; Bureau of Minority Development should have the maximum opportunity to participate in the
performance of its contracts. You as a supplier, are strongly urged to use due diligence to further this policy by awarding
subcontracts to minority owned business enterprises or by using such enterprises to provide goods and services incidental
to this agreement, with a goal of awarding 5% of the contract price to such enterprises.
Your complete response on this attachment, will address the following components; a) an indication that you
understand the University’s goal, b) a listing of any vendors with which you intend to subcontract, c) a description of
the various second tier MBE expenses you will be able to report to us that are in direct connection with the
administration of this contract, and d) a statement expressing your commitment to complete the required semi annual
reports that will reflect your subcontract and second tier expenditures for the period.
A listing of certified minority businesses, as well as the services and commodities they provide, is available on the web at:
http://www.doa.state.wi.us/deo/mbe/minority_search.asp or you can contact E. Aggo Akyea, Department of Commerce,
Office of Minority Business Development, 608/267-8379, aakyea@commerce.state.wi.us.
Information regarding certification of minority businesses is available at: http://commerce.wi.gov/BD/BD-FAX-0910.html or
you can direct further questions to Godwin Amegashie, Director, DOA Minority Business Program at 608/267-7806,
godwin.amegashie@doa.state.wi.us.
Authority for this program is found in Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2), and details about
the program can be found at: www.doa.state.wi.us/pagesubtext_detail.asp?linksubcatid=36
UNIVERSITY OF WISCONSIN
MADISON, WISCONSIN 53706-1490
BID NO.: 06-0093
PAGE 11 OF 11
Complete and sign the following form:
Failure to complete this form as a component of your proposal may result in rejection of your proposal.
1. Our company is a Wisconsin certified MBE.
_____ Yes
_____No
2. Our company is a minority business but has not yet received Wisconsin certification
(please provide details).
_____ Yes
_____No
3. We are aware of the University’s goal to spend 5% of their total purchasing dollars
with certified MBE firms.
_____ Yes
_____No
4. If this is an on-going contract, we are aware our company will receive semi annual
requests from the University report all expenditure activity directed to sub-contracted
vendors or second tier suppliers/providers that directly relate to this contract.
_____ Yes
_____No
5. Our company intends to subcontract the indicated dollar volume with the MBE firms listed below:
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
In addition to direct subcontracting efforts, your company can help the University achieve the 5% goal by managing
your second tier minority purchases. Second tier business refers to incidental business expenses your company may
spend with MBE firms as it pursues the normal course of business supplying the University products or services. Here
are some examples:
 You may report a percentage of your inbound freight conducted with an MBE firm.
 You may report a percentage of the cleaning expenses for your facility.
 If you travel to maintain your business with us, you could use a MBE travel agency and report that
expense.
These expenses can only be reported to the extent that they relate to your business with the University. The
percentage of the expense you can report is determined by the amount of your University sales as it relates to your
total sales volume.
Per the terms of your contract you should actively pursue directing business towards these types of companies, and
report your efforts in this regard on a semi annual basis.
6. In paragraph form please describe your company’s action plan with regard to the planned use of MBE businesses in
subcontracting efforts, as well as developing second tier MBE providers. Please incorporate your specific
commitments.
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
________________________________________________________________________________________
SIGNATURE: ________________________________________________ DATE: ______________________________
PRINTED NAME & TITLE: __________________________________ COMPANY: ______________________________
MINORITY BUSINESS CONTACT NAME: _______________________________________________
PHONE: ________________________________
FAX: _______________________________
E-MAIL: __________________________________________________________________________
UNIVERSITY OF WISCONSIN - MADISON
STANDARD TERMS AND CONDITIONS
FOR REQUESTS FOR BIDS/PROPOSALS
1.0
SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and
model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or
performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number,
and such other information necessary to establish equivalency. The UW-Madison shall be the sole judge of equivalency.
Bidders/proposers are cautioned to avoid bidding alternates which may result in rejection of their bid/proposal.
2.0
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall
be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. Each deviation and
exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the
bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the
bidder/proposer shall be held liable.
3.0
QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used,
demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by
the University .
4.0
QUANTITIES: The quantities shown on this request are based on estimated needs. The University reserves the right to
increase or decrease quantities to meet actual needs.
5.0
PRICING AND DISCOUNT: The University qualifies for governmental discounts and its educational institutions also
qualify for educational discounts. Unit prices shall reflect these discounts.
5.1
Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as
stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the
extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.
5.2
Prices established in continuing agreements and term contracts may be lowered due to general market conditions,
but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase
proposed shall be submitted to the University thirty (30) calendar days before the proposed effective date of the
price increase, and shall be limited to fully documented cost increases to the Contractor which are demonstrated to
be industry-wide. The conditions under which price increases may be granted shall be expressed in bid/proposal
documents and contracts or agreements.
5.3
In determination of award, discounts for early payment will only be considered when all other conditions are equal
and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All
payment terms must allow the option of net thirty (30).
6.0
UNFAIR SALES ACT: Prices quoted to the University are not governed by the Wisconsin Unfair Sales Act.
7.0
ACCEPTANCE-REJECTION: The University reserves the right to accept or reject any or all bids/proposals, to waive any
technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interest of
the State of Wisconsin.
8.0
ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the Contractor by University .
No other purchase orders are authorized.
9.0
PAYMENT TERMS AND INVOICING: The University normally will pay properly submitted vendor invoices within thirty
(30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as
specified.
9.1
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order
including reference to purchase order number and submittal to the correct address for processing. Invoice payment
processing address is shown on the upper left corner of the purchase order. Send invoices to the Accounts Payable
address on the purchase order. Do not send invoices to the ship to address.
9.2
Payment shall be considered timely if the payment is mailed, delivered, or transferred within thirty (30) days after
receipt of a properly completed invoice, unless the vendor is notified in writing by the agency of a dispute before
payment is due.
9.3
Bidders/proposers shall include discounts for early payment (See 5.3) as a percent reduction of invoice. Invoice
discounts shall be determined, where applicable, from the date of acceptance of goods and/or the receipt of invoice,
whichever is later. Discounts for early payment terms stated on the bid/proposal must be shown plainly on the
invoice; discounts for early payment not shown on the invoice will be taken.
9.4
Invoices submitted not in accordance with these instructions will be removed from the payment process and returned
within ten (10) days.
9.5
Payment terms and invoicing for procurement card will be made in accordance with the procurement card contact.
10.0 TAXES: The University , an agency of the State of Wisconsin, is exempt from payment of all federal tax and Wisconsin
state and local taxes on its purchases except Wisconsin excise taxes as described below. The Department of Revenue of
the State of Wisconsin does not issue a tax exempt number; however, University is exempt from State of Wisconsin sales
or use tax under s.77.54(9a)(a). Registration No. 39-73-1021-K, was issued by the Internal Revenue Service to authorize
tax-free transactions under Chapter 32 of the Internal Revenue Code.
10.1 The University , an agency of the State of Wisconsin, is required to pay the Wisconsin excise or occupation tax on
its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel.
However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The University may be subject
to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing
construction activities are required to pay state use tax on the cost of materials.
11.0 GUARANTEED DELIVERY: Failure of the Contractor to adhere to delivery schedules as specified or to promptly replace
rejected materials shall render the Contractor liable for all costs in excess of the contract price when alternate
procurement is necessary. Excess costs shall include the administrative costs.
12.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of
this request except where special requirements are stated elsewhere in the request; in such cases, the special
requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute
the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be
effective or binding unless expressly agreed to in writing by the University .
13.0 APPLICABLE LAW: This contract shall be governed under the laws of the State of Wisconsin. The Contractor shall at all
times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during
the period of this contract and which in any manner affect the work or its conduct. The University reserves the right to
cancel any contract with a federally debarred Contractor or a Contractor that is presently identified on the list of parties
excluded from federal procurement and non-procurement contracts.
14.0 ANTITRUST ASSIGNMENT: The Contractor and the University recognize that in actual economic practice, overcharges
resulting from antitrust violations are in fact usually borne by the purchaser. Therefore, the Contractor hereby assigns to
the University any and all claims for such overcharges as to goods, materials or services purchased in connection with
this contract.
15.0 ASSIGNMENT: No right or duty in whole or in part of the Contractor under this contract may be assigned or delegated
without the prior written consent of the University .
16.0 DISPUTES: Disputes should be addressed to the University Purchasing Office, Director of Purchasing Services, 750
University Avenue, Madison, WI 53706-1490.
17.0 NONDISCRIMINATION/ AFFIRMATIVE ACTION:
17.1 In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any
employe or applicant for employment because of age, race, religion, color, handicap, sex, physical condition,
developmental disability as defined in s.51.01(5), Wisconsin Statutes, sexual orientation as defined in s.111.32(13m)
Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual
orientation, the Contractor further agrees to take affirmative action to ensure equal employment opportunities.
17.2 Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative
action plan by the Contractor. An exemption occurs from this requirement if the Contractor has a workforce of less
than twenty-five (25) employes. Within fifteen (15) working days after the contract is awarded, the Contractor must
submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical
assistance regarding this clause are available from the contracting state agency.
17.3 The Contractor agrees to post in conspicuous places, available for employes and applicants for employment, a
notice to be provided by the contracting state agency that sets forth the provisions of the State of Wisconsin
nondiscrimination law.
17.4 Failure to comply with the conditions of this clause may result in the Contractor's becoming declared an "ineligible"
Contractor, termination of the contract, or withholding of payment.
17.5 To the extent required by law, 41 CFR 60-1.4(a) and (b) are incorporated by reference in these Standard Terms and
Conditions. Additionally, the Contractor certifies compliance with 41 CFR 60-1.8 and does not and will not maintain
any facilities provided for employees in a segregated manner. The Contractor further agrees to obtain identical
certifications from any subcontractors prior to the award of a subcontract exceeding $25,000 which is not exempt
and will retain such certification for audit purposes.
18.0 PATENT INFRINGEMENT: The Contractor selling to the University the articles described herein guarantees the articles
were manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the
articles described herein will not infringe any United States patent. The Contractor covenants that it will at its own
expense defend every suit which shall be brought against the University (provided that such Contractor is promptly notified
of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or
use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit.
19.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the University must comply fully with all
safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and
all applicable OSHA Standards.
20.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as
defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped
container(s) and one (1) copy to UW Safety Department, 30 N. Murray Street, Madison WI 53715-2609.
21.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this
request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment
manufacturer's standard warranty shall apply as a minimum and must be honored by the Contractor.
22.0 INSURANCE RESPONSIBILITY: The Contractor performing services to the University shall:
22.1 Maintain worker's compensation insurance as required by Wisconsin Statutes for all employees engaged in the
work.
22.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in
carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily
injury and property damage including products liability and completed operations. Provide motor vehicle insurance
for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be
one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.
22.3 The state reserves the right to require higher or lower limits where warranted.
22.4 Upon request by the University, the Contractor is required to provide a Certificate of Insurance with a minimum 60
day cancellation notice, from an insurance company licensed to do business in the State of Wisconsin, with a
minimum AM Best rating of A-, and signed by an authorized agent.
23.0 CANCELLATION: The University reserves the right to cancel any contract in whole or in part without penalty due to
nonappropriation of funds or for failure of the Contractor to comply with terms, conditions, and specifications of this
contract.
24.0 VENDOR TAX DELINQUENCY: Vendors who have a delinquent Wisconsin tax liability may have their payments offset by
the State of Wisconsin.
25.0 OMNIBUS RECONCILIATION ACT: (Public Law 96-499) To the extent required by law, if this contract is for acquisition of
services with a cost or value of $25,000 or more within any 12-month period, including contracts for both goods and
services in which the services component is worth $25,000 or more within any 12-month period, the Contractor shall in
accordance with 42 C.F.R., Part 420, Section 1861 of the Omnibus Reconciliation Act of 1980 (P.L. 96499) and permit the
comptroller general of the United States, the United States Department of Health and Human Services, and their duly
authorized representatives, access to the Contractor's books, documents and records until the expiration date of four (4)
years after the approval of procurement activities.
26.0 PUBLIC RECORDS ACCESS: It is the intention of University to maintain an open and public process in the solicitation,
submission, review, and approval of procurement activities. Bid/proposal openings are public unless otherwise specified.
Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the
contract.
27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request must be clearly stated in
the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with
applicable State of Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions
normally are not accepted. However, when accepted, it is the vendor's responsibility to defend the determination in the
event of an appeal or litigation.
27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the
contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations
become the property of the State of Wisconsin.
27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and
proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material
which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of
Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part
of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.
28.0 DISCLOSURE: If a state public official (s. 19.42, Wisconsin Statutes), a member of a state public official's immediate
family, or any organization in which a state public official or a member of the official's immediate family owns or controls a
ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate
disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the
State of Wisconsin Ethics Board, 44 E. Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).
State classified and former employes and certain University faculty/staff are subject to separate disclosure requirements,
s. 16.417, Wis. Stats.
29.0 ANTI-KICKBACK ACT of 1986: (41 USC 51 et. seq): To the extent required by law, the officer or employe responsible for
submitting this bid shall certify, in accordance with 48 CFR 52.203-7, to the best of their knowledge, that they have no
information concerning the violation of the Anti- Kickback Act in connection with the submitted bid/proposal. Signing the
bid/proposal with a false statement shall void the submitted bid/proposal and any resulting contract(s).
30.0 RECYCLED MATERIALS: The University is required to purchase products incorporating recycled materials whenever
technically or economically feasible. Bidders/proposers are encouraged to bid/propose products with recycled content
which meet specifications.
31.0 HOLD HARMLESS: The Contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents
and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages
received by any persons or property resulting from the operations of the Contractor, or of any of its Contractors, in
prosecuting work under this agreement.
32.0 PROMOTIONAL ADVERTISING/NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its
departments, agencies (University) or other subunits, or any state official or employee for commercial promotion is
prohibited. News releases pertaining to this procurement shall not be made without prior approval of the University.
Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the
contracting agency.
33.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wisconsin Statutes, and must ensure that
when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less
than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals.
34.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a
party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign
corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the
corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a
certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the
Department of Financial Institutions, Division of Corporation, P.O. Box 7846, Madison, WI 53707-7846; telephone (608)
261-7577.